Executive Assistant at Kelly

Executive Assistant

This is a direct hire position paying up to 95K per year plus bonus.

We are seeking an organized, proactive, and professional Assistant to the Director. This role provides strategic administrative and business development support at the executive level. The ideal candidate is highly self-motivated, works independently, and demonstrates strong analytical and communication skills. Experience in B2B sales, marketing, or business operations is highly valued.

Key responsibilities include:

• Secure meetings independently; prepare meeting briefs referencing public information and past reports
• Support meeting logistics and coordinate follow-up actions
• Draft internal meeting minutes and client meeting reports
• Plan and execute Director's travel and accommodation arrangements (US travel familiarity preferred)
• Coordinate Director's calendar, meetings, and travel
• Handle administrative tasks and claims processing as required

Office administration tasks include:

• Maintain a presentable office environment for guests
• Monitor office assets, maintenance schedules, and supplies
• Liaise with internal/external stakeholders on office and HR matters (e.g., facilities, insurance)
• Process finance and operations transactions; analyze records and recommend cost-saving measures
• Prepare/review office budget for Director approval
• Project manage procurement and vendor relationships
• Support business continuity and knowledge management initiatives

Market development, lead generation, and lead nurturing tasks include:

• Conduct online research on companies and industry topics
• Build and nurture relationships with stakeholders for intelligence gathering
• Identify and track new business leads and contacts
• Provide event support (administrative and data analysis)
• Develop understanding of target groups for engagement programs

Requirements include:

• Excellent written and verbal communication skills in English
• Strong analytical and research capabilities
• Proficiency with sales enablement tools (e.g., Salesforce, LinkedIn)
• Confident and professional interaction with senior executives and their staff
• Advanced proficiency in MS Office (Word, Excel, Outlook)
• 3-5 years' administrative or executive support experience preferred (will consider less with strong growth potential)
• Familiarity with international business and knowledge of Singapore a plus

Highly organized, detail-oriented, and able to manage multiple priorities. Self-starter who works independently with minimal supervision.

Based in San Mateo office. Work authorization in the US required.